Duties and Responsibilities

Maintain Procurement Standards and Promote Compliance: Maintain procurement standard operating procedures in compliance with corporate policies, contractual terms, donor’s regulations and other requirements as well as ensure that team members are aware of and understand procurement policies and procedures and support compliance of the same.
Coordinate Procurement... Planning: Provide information for the development of procurement plans and strategies across the CICan Office in Kenya.
Supplier Selection: Develop criteria for supplier screening, evaluation and shortlist.
Supplier Database: Maintain a database of pre-qualified suppliers as per procurement guidelines, as well as track contractual agreements.
RFQs: Develop specifications for various requirements to be included in request for proposals and requests for quotes, solicit quotes and proposals from vendors. Prepare bid documents, evaluation matrix, and bid analysis.
Negotiations: Identify key negotiation parameters for procurements pertaining to the industry, supplier cost and quality data to aid the evaluation and negotiation of payments and credit terms for all suppliers.
Procurement Documentation: Prepare procurement documentation such as requests for proposals, requests for quotes, bid documents, purchase orders, terms and conditions, and supplier and consultant contracts. Finalize purchase orders and contracts for approval in line with delegated signature authority.
**Record keeping:**Maintain files for each procurement with related documents such as purchase orders, quotations, correspondence, evaluations, Goods Received Notes and any other accountable documents. In addition, ensure that all documentation pertaining to each procurement is complete before making payment requisition requests.
Quality of Goods & Services: Maintain vendor quality standards by ensuring delivered items match required quality, quantity and scope, resolve delivery or performance issues, including discrepancies between purchase orders and items/quantities shipped or received. Ensure the equipment purchased is delivered on time and is assembled at place of delivery, if needed.
Reporting: Prepare periodic project procurement reports for each project with a focus on: RFQ, PO and contract procurements, spend analysis, vendor, category, unit spend and any other relevant metrics.
Custodian of Assets: Maintain asset management records and accounts for all property that is provided, purchased, or acquired for project activities. Maintain a custodial receipt system for property that is issued to project personnel, Kenya Office staff or retained in storage.
Guidance on Policies: Provide supervisor with timely technical advice and recommendations on the full range of procurement issues.
Document Templates & Terms: Use contract terms, conditions and clauses, and requirements in accordance with CICan corporate policies. Document any related standard templates to ensure clarity to processes and procedures as well as protect the interest of the organization.
Perform other duties as needed.

Qualifications:

Fluency in English and Swahili.
Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
Bachelor's Degree in Procurement and/or Supply Chain, Business Administration, Commerce or any other business-related degree. Professional qualification in purchasing / Diploma from Chartered Institute of Purchasing and Supplies (CIPS) or equivalent certification.
Minimum five years of experience in Procurement and Inventory Control in Kenya.
Some working experience working in a donor-funded program environment of an NGO will be an asset.
Ability to establish and maintain effective linkages with both internal and external partners.
Strong computer skills, including demonstrated ability using Microsoft Office Suite.
Ability to work independently and collaboratively on a team.
Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information.
Demonstrated punctuality, attention to detail, professionalism, patience, and an overall outgoing and positive attitude.
Excellent interpersonal skills, exhibiting grace under pressure, able to bring together diverse groups of people.
Flexible, adaptable, and able to execute a range of job duties and changing priorities concurrently.
Excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
Professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the CICan’s values. more

The STA/CICan Representative will be expected to perform effectively at both policy and operational levels. Travel in Kenya and to Canada will be required.
The STA will supervise the work of the Kenya-based program staff. The STA will work closely with the Young Africa Works in Kenya-TVET staff in Kenya and in Canada to ensure the overall quality delivery of project activities in Kenya. The... STA/CICan Representative ensures synergy and coordination between Young Africa Works in Kenya-TVET and CICan’s Kenya Blue Economy Skills Training Program (KBEST).
The STA/CICan Representative will have the following specific responsibilities:

Act as main point of contact with the Mastercard Foundation team in Kenya;
Represent CICan in Kenya with, inter alia, the Ministry of Education and related agencies, other government departments, TVET institutions, private sector and civil society stakeholders, and representatives from donors and other development partners;
Support the establishment and maintenance of effective relationships between Canadian and Kenyan partners and support the implementation of their institutional and thematic partnerships;
Provide input in setting the agendas for the program’s various committees including the Program Steering Committee (PSC), the Program Technical Committee (PTC) and the Partnership Program Committee (PCC). Chair/facilitate the PTC and PCC meetings. Participate in other meetings and committees as required.
Ensure project implementation is aligned with MOE policy priorities;
Supervise directly and indirectly the Kenya-based program staff, providing direction and mentorship and ensuring annual staff performance reviews. Oversee and participate in effective recruitment that respects CICan and Government of Kenya policies and regulations;
Ensure the strategic and effective implementation of the program, with a focus on results, the efficient use of program resources and the management of risk;
Provide technical support to ensure the effective implementation of the program, including in the program’s institutional and thematic partnerships between Canadian and Kenyan TVET institutions and in other project consultancies;
Provide technical and policy advice to MOE, TVET agencies and other partners;
Ensure strong linkages between industry and TVET institutions both virtually and with periodic visits to those institutions;
Ensure the full integration of gender equality in the program, including across all project activities;
Ensure the excellence of the program’s monitoring, evaluation and learning strategy;
Ensure the effective implementation of strategic program communications for audiences in Kenya, Canada and elsewhere.
Provide technical input on annual work plans, quarterly financial and technical reports and annual budgets;
Co-lead, with the STA for the KBEST program, in the overall management of CICan Operations in Kenya, including the implementation of administrative tasks including but not limited to banking, travel approvals, assistance for incoming and outgoing visas, RFPs and contracting, expense approvals, and legal matters.
Provide information as required by CICan and Mastercard Foundation.
Perform other duties as may be assigned

Minimum Requirements

Full fluency in English and Swahili.
Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
At least Bachelor’s Degree in a related subject area (international development/cooperation, project management, business administration, or similar);
At least 7 years’ experience in management of complex programs, initiatives, or departments. At least 3 of those years should be in the management of international development programs, preferably in the TVET sector;
At least 5 years’ experience in skills training or TVET in the public and/or private sector with expertise in such areas as teacher training, competency-based education and training (CBET), prior learning assessment and recognition (PLAR), curriculum development, gender in TVET, and leadership and management training;
Demonstrated experience supervising staff and managing teams;
Experience working in and/or with the Canadian college/institute system and network;
Knowledge of and experience with the Kenyan TVET system and stakeholders is highly desirable;
Practical experience working in partnership with industry and TVET at a systems level to influence policy and build effective training solutions to meet industry needs;
Practical experience with monitoring, evaluation and learning in an international development context;
Demonstrated experience applying gender equality concepts in an international development context;
Strong experience working with budgets and with financial management;
Demonstrated leadership and problem-solving capacity in cross-cultural settings and participatory management context;
Strong writing, reporting and presentation skills;
Demonstrated ability using Microsoft Office Suite.

Desirable Requirements

Ability to speak and understand French. more